Representative user access agreement

• The purpose of Family Safety Meetings (FSMs) are to:
  
  
  • share information to increase the safety, health and well-being of persons affected by family and domestic violence;
  • jointly construct and implement an action plan that provides professional support to persons at risk and that reduces the risk of harm;
  • increase perpetrator accountability;
  • reduce repeat victimisation;
  • improve agency accountability;
  • improve support for staff involved in high-risk family and domestic violence cases.
• The role of the FSM is to facilitate effective information sharing across agencies and to jointly identify appropriate actions to improve client safety. FSMs are conducted in such manner to ensure that individuals who are discussed are treated fairly, with respect and without discrimination. All activities undertaken by the FSM are informed by a commitment to equal opportunities for all individuals in our community irrespective of race, gender, sexuality and ability.
• It is the responsibility of each individual agency’s representative(s) to provide case notes, information and take actions in a timely manner. Each agency representative is responsible for completing the actions allocated to their agency on the action plan. This responsibility cannot be transferred to the FSM.
• The information in the Family Safety Portal (the Portal) is protected by the Privacy Act 1988 (Cth) and the Information Privacy Principles Instruction (SA). I agree to be responsible for protecting the confidentiality, integrity and security of all data and information that I have access to in the Portal.
• Information discussed by agency representatives at the Family Safety Meeting and shared on the Portal is strictly confidential and should not be disclosed to agencies or their employees who are not members of the Family Safety Framework. Only agencies that adhere to the Information Sharing Guidelines can participate in Family Safety Meetings.
• Information taken from the Portal should only be used to reduce the risk of harm.
• I agree to abide by the confidentiality requirements of the Family Safety Meeting for the duration of my involvement with the meetings and agree to not disclose personal and private information about FSM cases except where authorised or required to by law.
• My agency will undertake periodic review (no less than annually) of the authorised users in my organisation to ensure that their access to the Family Safety Portal is necessary and appropriate for their official duties.
• I understand that my access to the Portal is managed by the Office for Women and usage is monitored by authorised personnel. Access to the Portal may be revoked or deactivated if inappropriate use is identified, or if my account has been inactive for 12 months.

• The information I provided in my request to access the Portal is true and accurate to the best of my knowledge.
• I have been authorised by my employer to access the system in the course of my official duties.
• I have a current valid DHS Working with Children Check.[1]
• I will only access the Portal in the course of my official duties, to the extent that it is required for the purposes of complying with Information Sharing Guidelines and any other applicable State or Federal Law.
• I will ensure that the information that I record in the Portal is true and accurate to the best of my knowledge.
• I will only participate in the meetings within a suitably secure and confidential environment.
• I will only access the Family Safety Portal on devices authorised by my employer that are maintained in a secure manner.
• I will only use, disclose and store information obtained from the Portal in a confidential and appropriately restricted manner and in accordance with my agency’s policies and procedures, state and federal privacy requirements and the Information Sharing Guidelines.
• I will maintain the security of sensitive information downloaded from the Portal and only print information that is necessary. I will securely destroy and dispose of any information downloaded or saved from the Portal once it is no longer required.
• I will safeguard and not disclose my Portal user ID or password or any other authentication details to another person.
• I will prevent unauthorised access to my account by protecting my Portal password. I will not save it on any digital device, nor write it down anywhere.
• I will not leave any device used to access the Portal unattended, and will lock the screen or sign out before leaving my device.
• I will immediately notify my employer and the Family Safety Portal Team, at the Office of Women, by emailing them at DHSFamilySafetyPortal@sa.gov.au if I believe that the security of my account (user ID, password or other authentication details) may have been compromised.
• I will not access the Portal where my screen may be seen by unauthorised people.
• I will not use a personal device to access the Portal unless it is secured with screen lock (pin code, thumb print or facial recognition) and I will sign out at the end of the session
• I will notify the Family Safety Portal Team, at the Office of Women, by emailing them at DHSFamilySafetyPortal@sa.gov.au if I become aware of any data breaches or incidents that may affect the cybersecurity of the Family Safety Portal.
• I will notify my manager and the Family Safety Portal Team, at the Office of Women, by emailing them at DHSFamilySafetyPortal@sa.gov.au when my official duties change such that access to the Family Safety Portal is no longer required.
• I acknowledge that the SA Government is not responsible for any inaccuracy, omission or error in the information provided in the Portal.
• I acknowledge that this User Agreement may be updated as necessary and understand that I will be required to accept any new agreement to continue my participation on the FSM and any access to the Portal.